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Privacy notice

This notice explains how Aimedis processes the health data you provide during onboarding. It is the wording your consent refers to (version 2026‑07‑10).

Who is responsible

The controller for the data you enter here is Aimedis LLC, 16192 Coastal Highway, Lewes, Delaware 19958, USA, email contact@aimedis.com. The full corporate privacy policy is available in Aimedis Care.

What we process

We process account details (e-mail and password, and your first and last name: a new intake asks for them before you send it; when you only create your account to continue later, a name is optional), your date of birth (a new intake asks for it and keeps it with your answers), your PIN (stored as a cryptographic hash), your health answers and where each one came from (for example “you told AVA” or “from your Care record”), consent records and access logs. If you use AI help or voice features, we also process the text, speech, photos and documents you give them.

Why we process it

To create your patient record, hand your entries to Aimedis Care for your review, and make your intake available to practitioners you authorize with your Aimedis ID and PIN — or, if you allow it, to the practice of a visit you booked, for that visit only. Legal basis: your explicit consent (GDPR Art. 9(2)(a)).

AI help (optional)

AI help is optional: you can fill in the whole intake without it. It runs only after you agree to it in a separate consent that names the providers. Anthropic and ElevenLabs process data outside the EU, so whatever you give to AI help leaves the EU.

  • Talking to AVA: what you say or type in the intake conversation, and a short summary of what your intake already holds, goes to Anthropic so AVA can ask the next question and propose entries. Nothing enters your intake until you keep it, and every entry shows where it came from.
  • Documents and photos: letters, lab reports or a photo of a medicine box are sent to Anthropic to be read. They are read and then discarded; only the entries you keep, with the passage they came from, become part of your intake. Reading documents needs a verified account.
  • Translations for your practice: if your practice reads a different language from yours, your intake is translated with Anthropic after you send it, only with this consent. The practice sees the translation beside your own words.
  • AVA's voice: reading answers aloud sends their text to ElevenLabs. Dictation may use your browser’s speech service.
  • The AVA assistant and Smart fill send your messages or the text you enter to Anthropic. For general health questions AVA also searches the Aimedis Wiki and, if you are signed in, the Aimedis Care library; Voyage AI (search embeddings) and the U.S. National Library of Medicine (PubMed) receive only a general topic derived from your question, without personal details.
  • The optional summary for your doctor sends your intake to Anthropic, without your name, only if you select that option.

You can withdraw the AI-help consent at any time; the intake keeps working without AI. AI can be wrong: review what it proposes. It does not diagnose and it is not medical advice.

Where your data lives

Before you sign in, your answers are saved only in this browser as a draft; after 7 days without an update the draft is removed when you next visit, and you can delete it sooner. Once you sign in, your draft is also kept in your account, encrypted, for 30 days, so you can continue on another device. When you send it, your intake is stored in a database in the EU. AI help and voice features send data to the providers described above, outside the EU.

Who can see it

After signing in you can read your saved intake, see who opened it, and change or revoke your PIN — here or in Aimedis Care; a new PIN is valid for 90 days. Verified healthcare professionals can open your intake with your Aimedis ID and a valid PIN. If you allow it, the practice of a visit you booked can open it for that visit only, without the PIN. Every opening by a practice is logged and shown to you. Your selected practice can see routing details. AI and voice providers receive data only when you use the features described above.

Your rights

You can withdraw consent, export your data, and request correction or deletion at any time in Aimedis Care. Withdrawal does not affect processing that happened before it.

Report illegal content

Authorities, users and anyone reporting a security issue can reach us at contact@aimedis.com, in English or German. To report content you believe is illegal (EU Digital Services Act), send us its exact location (link or item ID), why you believe it is illegal, your name and email address, and a statement that your report is accurate and complete to the best of your knowledge. We review every report and tell you our decision.